Free template

Reminder emails that make moving a session easier than missing it

Six short emails for one-to-one sessions. Each gives the time, the link, and an easy way to move the session.

Appointment reminder email templates

1. The day before

Subject: Reminder: our session tomorrow at [time]

Hi [client name],

A quick reminder that we're meeting tomorrow, [day, date], at [time] ([time zone]) for [session name].

Join here: [meeting link or address]

If you need to move it, you can reschedule here: [reschedule link].

See you tomorrow,

[Your name]

2. The hour before

Subject: Starting at [time]: [session name]

Hi [client name],

We start in an hour, at [time] ([time zone]). Here's the link: [meeting link].

See you soon,

[Your name]

3. Before a first session

Subject: Before our first session on [day]

Hi [client name],

I'm looking forward to our first session on [day, date] at [time] ([time zone]).

To make the most of our time, could you [fill in this short form: link / think about the one thing you'd most like to change] before we meet?

Join here: [meeting link or address]

If the time no longer works: [reschedule link]

[Your name]

4. A session in a series

Subject: Session [number] on [day]: picking up from last time

Hi [client name],

See you on [day] at [time] ([time zone]). Last time you said you'd [the action from last session]. Bring whatever came of it, finished or not.

Join here: [meeting link]

Need to move this one? [reschedule link]. Your other sessions stay as they are.

[Your name]

5. Before your cancellation cut-off

Subject: Our session on [day], and the last time to move it

Hi [client name],

Our next session is on [day, date] at [time] ([time zone]).

If you need to move it, please do it by [cut-off day and time] using this link: [reschedule link]. After that, my cancellation policy applies.

[Your name]

6. After a missed session

Subject: Sorry we missed each other today

Hi [client name],

We had a session booked today at [time] and I didn't see you. I hope everything's all right.

If you'd like to rebook, pick a time here: [booking page link].

[Optional: Under my cancellation policy, a missed session [counts as used / is charged at [your fee]].]

[Your name]

How to write a reminder clients act on

A reminder has one job: get the client to the session, or get it moved in time. Everything else can go.

Day, date, time and time zone in the first line.
The join link or the address, written out in full.
A reschedule link, so moving the session doesn't take an email.
A subject line that says what and when.
Your name, and replies that reach you.

When to send a session reminder

The day before gives a client time to move the session. The hour before catches the one who forgot. For a first session, send the prep note two or three days ahead so there's time to do it. If your policy has a cut-off, send one reminder before it.

Rescheduling from the reminder, without the back-and-forth

Pick a Time sends two of these for you: a reminder the day before and an hour before every booked session, to you and your client, on the free plan. Each has the time, a Join button when there's a meeting link, and Reschedule and Cancel buttons that respect your cancellation window. Replies go to your email, and if the client moves the session, the reminders follow the new time.

The wording is fixed, and there's no text message option.
Use the templates above for the notes it doesn't send: the first-session prep, the series note and the missed-session follow-up.

Create your booking page: reminders are on from the start